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Workflow Parameters
- Robert Alexander Marshall
Overview
Workflow parameters can be used as placeholders for the values of users who are reviewers for approvals; duration periods for the expiry of your content or labels to be added to your documents.
Using workflow parameters in your workflow allows you to create a workflow that can be used for different teams or projects but with these values set within a space or on a specific document. These reference values can also be updated by users or by the workflow as you cycle through your workflow process without having to change or edit your applied workflow.
Workflow parameter
Adding a value
A workflow parameter is a bespoke value reference that can be added when creating a workflow.
A default value to use for the workflow parameter can be configured when adding the workflow parameter to a workflow template.
The workflow parameter can be configured to allow a user to edit the parameter value
on workflow application as part of the workflow setup
using the page tools menu for a page workflow
Space parameter value
The workflow parameter, if created in the workflow template with a default value, is added to the space tools parameters dashboard. This allows a space administrator to edit the parameter value to be used when applying a workflow a space.
If a parameter value is specified in the space parameters dashboard, it will take precedence over the workflow template supplied value when the workflow is applied in the space.
The space parameter value is used when a workflow is applied in the space. If the value is updated in the parameters dashboard, the value will be used when a workflow is applied to content. The new space parameter value will not update the parameter value used by workflows already applied to content.
A use case where this can be helpful is when using a global workflow. For example, a space admin might want to change the default value of a specific workflow parameter for use within a space. Editing the space parameter value allows the space specific parameter value to be set, while not altering the global workflow.
Deleting a workflow parameter from the space parameter dashboard does not remove the workflow parameter from the workflow in the space. If the space parameter is deleted from this dashboard, the default workflow parameter value set in the workflow template is used when applying the workflow.